RFP – Umatilla School District Page 1 of 48 89208186.8 0058222-00002 NOTICE OF REQUEST FOR PROPOSALS FOR PROJECT MANAGEMENT SERVICES __________ This is a REQUEST FOR PROPOSAL by UMATILLA SCHOOL DISTRICT FOR PROJECT MANAGEMENT SERVICES IN RELATION TO THE 2016 BOND ISSUE The Umatilla School District invites sealed written proposals for project management services to be provided for the work to be undertaken in connection with the District’s 2016 Bond Issue. Services to be provided include but are not limited to acting as the District’s representative by overseeing the renovation and repair of existing buildings and related projects. The estimated construction cost for the projects to be completed in connection with the 2016 Bond Issue is approximately $11,668,750. Prospective proposers may obtain a copy of the RFP, including the terms and conditions of the Agreement to provide the requested services, by visiting the District’s web-page (www.umatilla.k12.or.us/announcements). One original and five hard copies of the Proposal and supporting documentation as described in this RFP must be delivered to Heidi Sipe, at the Umatilla School District, 1001 6 th Street, Umatilla, OR 97882 no later than 3:00 p.m., Pacific Standard Time, on February 24, 2017. Proposers shall also provide one courtesy copy of the Proposal in PDF format on a USB storage or similar flash storage device. All packages and envelopes must be marked clearly with the note: “RFP—Project Management Services, 3:00 p.m., February 24, 2017.” NO ORAL, TELEPHONIC, ELECTRONIC, OR FACSIMILE PROPOSALS WILL BE ACCEPTED. Please direct any questions regarding this RFP in writing only to Heidi Sipe, Superintendent, at the Umatilla School District, 1001 6 th Street, Umatilla, OR 97882. Proposers should request clarification or additional information concerning this RFP in writing as soon as possible, but in no event will such requests be received by the District later than 3:00 p.m., Pacific Standard Time, on February 14, 2017. All questions will be answered by written addenda only, which will be posted on the District’s web-page (www.umatilla.k12.or.us/announcements).
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RFP – Umatilla School District Page 1 of 48
89208186.8 0058222-00002
NOTICE OF REQUEST FOR PROPOSALS FOR
PROJECT MANAGEMENT SERVICES
__________
This is a
REQUEST FOR PROPOSAL
by
UMATILLA SCHOOL DISTRICT
FOR PROJECT MANAGEMENT SERVICES
IN RELATION TO THE 2016 BOND ISSUE
The Umatilla School District invites sealed written proposals for project management services to
be provided for the work to be undertaken in connection with the District’s 2016 Bond Issue.
Services to be provided include but are not limited to acting as the District’s representative by
overseeing the renovation and repair of existing buildings and related projects. The estimated
construction cost for the projects to be completed in connection with the 2016 Bond Issue is
approximately $11,668,750.
Prospective proposers may obtain a copy of the RFP, including the terms and conditions of the
Agreement to provide the requested services, by visiting the District’s web-page
(www.umatilla.k12.or.us/announcements).
One original and five hard copies of the Proposal and supporting documentation as described in
this RFP must be delivered to Heidi Sipe, at the Umatilla School District, 1001 6th Street,
Umatilla, OR 97882 no later than 3:00 p.m., Pacific Standard Time, on February 24, 2017.
Proposers shall also provide one courtesy copy of the Proposal in PDF format on a USB storage
or similar flash storage device. All packages and envelopes must be marked clearly with the
note: “RFP—Project Management Services, 3:00 p.m., February 24, 2017.”
NO ORAL, TELEPHONIC, ELECTRONIC, OR FACSIMILE PROPOSALS WILL BE
ACCEPTED.
Please direct any questions regarding this RFP in writing only to Heidi Sipe, Superintendent, at
the Umatilla School District, 1001 6th Street, Umatilla, OR 97882.
Proposers should request clarification or additional information concerning this RFP in writing as
soon as possible, but in no event will such requests be received by the District later than 3:00
p.m., Pacific Standard Time, on February 14, 2017. All questions will be answered by written
addenda only, which will be posted on the District’s web-page
(www.umatilla.k12.or.us/announcements).
RFP – Umatilla School District Page 2 of 48
89208186.8 0058222-00002
TERMS AND CONDITIONS OF THE UMATILLA SCHOOL DISTRICT’S REQUEST
FOR PROPOSALS FOR
PROJECT MANAGEMENT SERVICES
I. GENERAL INFORMATION
A. INTRODUCTION
By way of this Request for Proposals (“RFP”), the Umatilla School District (“District”) is
requesting proposals (“Proposals”) from qualified consultants (“Proposers”) to provide
contract services for project management-related consulting work (“Services”) associated
with the design, regulatory compliance, permitting and construction of the work related to
the District’s 2016 Bond Project, which is set out in Appendix A (the “Project”). The
Project consists of safety, security, and facility repairs, renovations and additions to the
District’s three schools: McNary Heights Elementary School (“MHES”), Clara Brownell
Middle School (“CBMS”), and Umatilla High School (“UHS”). Services to be provided
include but are not limited to acting as the District’s representative by overseeing the
renovation and repair of existing buildings and related projects. The Project’s estimated
construction cost is approximately $11,668,750. The District projects that the total
estimated fee for the Consultant’s services will not exceed $450,000. Construction is
estimated to begin in July of 2017 and be completed in March of 2019. The Services
described in this RFP will be performed beginning in March 2017 and ending after
construction is completed.
This RFP is intended to provide Proposers with the opportunity to present their
qualifications and approach clearly and succinctly, while providing the District with
comparable information from each Proposer.
B. PROPOSED SCHEDULE
RFP Release: January 18, 2017
Deadline for Requests for Clarification/Protests: February 14, 2017 (3:00 p.m. PST)
Proposals Due: February 24, 2017 (3:00 p.m. PST)
Interviews (if any): March 1-2, 2017
Notice of Intent to Award: March 3, 2017
District Board of Education Contract Approval: March 14, 2017
The District may, in its sole discretion, revise these dates. This proposed schedule is
intended to allow prospective Proposers sufficient time for requests for information,
objections to the requirements of this RFP, and preparation of Proposals. Prospective
Proposers who believe that the schedule is unreasonable should notify the District
immediately. If the District receives a substantial number of adverse comments, the
District will consider extending the schedule of events by issuing an addendum.
C. MANDATORY PRE-PROPOSAL CONFERENCE
There will not be any pre-proposal conference held in connection with this RFP.
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89208186.8 0058222-00002
D. REQUESTS FOR CLARIFICATION OF RFP
Proposers are cautioned not to make any assumptions as to the implied meaning or intent of
any part of this RFP. Proposers should request clarification or additional information
concerning this RFP in writing as soon as possible, but in no event will such requests be
received by the District later than the time and date specified in the Proposed Schedule, as
modified by the District. Questions regarding this RFP should be addressed to Heidi Sipe,
1001 6th Street, Umatilla, OR 97882.
ANY CORRECTIONS OR CLARIFICATIONS MADE IN ANY MANNER OTHER
THAN BY A WRITTEN ADDENDUM ADDRESSED TO ALL PROPOSERS AND
POSTED ON THE DISTRICT’S WEBSITE
(WWW.UMATILLA.K12.OR.US/ANNOUNCEMENTS) WILL NOT BE BINDING ON
THE DISTRICT, AND PROPOSERS SHALL NOT RELY THEREON.
E. AMENDMENT OF RFP BY ADDENDA ONLY
If any part of this RFP is amended, addenda will be published on the District’s website
(www.umatilla.k12.or.us/announcements). Addenda may be downloaded from the
District’s website. Proposers should frequently check the District’s website up to the date
and time when Proposals are due, i.e., at least once weekly until the week the Proposals are
due and at least once daily the week the Proposals are due. Each Proposer shall provide
written acknowledgement of its receipt of all issued Addenda with its Proposal using the
form attached as Appendix E.
G. ACCEPTANCE OF CONDITIONS AND CONTRACTUAL REQUIREMENTS
By submitting a Proposal, a Proposer expressly represents that the Proposer has read and
understands the terms and conditions contained in this RFP, and that the Proposer agrees to
be bound by such terms and conditions, including any and all changes to such terms and
conditions contained in all written addenda.
A Proposer further represents that it takes no exception to any terms, conditions,
obligations, or requirements of the form of Agreement Between Owner and Project
Manager (“Contract”) attached hereto as Appendix B. Dependent upon the District's
approval of the project manager selection, the District and Project Manager will finalize the
Contract, and the Project Manager shall furnish Certificates of Insurance meeting the
District specifications. The District’s insurance specifications are set out in Attachment C
to the Contract.
The District may in its sole discretion negotiate any terms, conditions, obligations, or
requirements of the Contract or of the form of Contract, but only to the extent the
negotiated terms and conditions do not materially conflict with the applicable terms,
conditions, obligations, or requirements of the form of Contract.
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H. DURATION OF PROPOSALS
Any Proposal submitted shall be irrevocable and open for acceptance until the later of
either: (1) the date when the District Board of Education formally approves a Contract for
provision of the Services; or (2) the District cancels this RFP. A Notice of Intent to Award
the Contract to any Proposer shall not constitute a rejection of any other Proposal.
H. WITHDRAWAL OR MODIFICATION OF PROPOSALS
The District takes the proposal process seriously, and it is its intent to solicit Proposals that
are accurate and that each Proposer intends to honor. Proposers are expected to submit
Proposals that are accurate, complete, and responsive to the requirements set forth in this
RFP. If after submitting a Proposal, the Proposer finds changes are necessary, the Proposer
may change or withdraw their Proposal by delivering a written request to the District at any
time prior to the time set for opening Proposals. The request shall be executed by a duly
authorized representative of the withdrawing Proposer. However, after the opening, a
Proposal MAY NOT be withdrawn, changed, or altered in any way. If accepted, a Proposal
is considered non-cancellable and the Proposer will be expected to honor a binding
contract. If for any reason the Proposer does not perform, the District can be expected to
take whatever action it believes appropriate, including, but not limited to, the
disqualification of that Proposer from future public contracts.
I. PUBLIC RECORDS
This RFP, including all addenda, and one copy of each Proposal received in response to it,
together with copies of all documents pertaining to the award of a contract, shall be kept by
the District and made part of a file or record. Pursuant to ORS 279C.107, that file or record
will not be disclosed and will not be made a part of the public record until after the District
and the successful Proposer have executed the Contract. Said files including the evaluation
report will then be available for public review. Furthermore, the District will open
Proposals so as to avoid disclosing the contents of Proposals to competing Proposers during
the negotiation process provided for in Section V.4.
If a Proposal contains any information that is considered a trade secret under ORS
192.501(2), each sheet of such information shall be marked with the following caption:
“This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed
except in accordance with the Oregon Public Records Law, ORS Chapter 192.”
Sheets identified as containing trade secret information shall not contain non-trade secret
material. A violation of this requirement shall result in the entire sheet being subject to
public disclosure. The District shall have no liability for the disclosure of trade secret
material and especially so when the material is not properly marked or separated from non-
trade secret material.
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J. PROTESTING CONTENTS OF RFP
Any prospective Proposer who contends that the terms and conditions of this RFP,
including but not limited to the Contract, or any aspect of the selection process: (1) will
encourage favoritism in the award of the Contract; (2) will substantially diminish
competition; (3) will violate any other statute, regulation (including, but not limited to,
OAR Chapter 137), policy, or law of any kind; and/or (4) is ambiguous, insufficient, or
unfair for any reason, must file a written protest to this RFP consistent with the procedures
provided for in OAR 137-047-0730, as modified in this RFP. Protests must set forth the
basis of the protest or request for clarification along with any proposed changes to the RFP
provisions, specifications, or Contract terms. Any protest that does not meet these
requirements will not be considered. Protests must be received by the District no later than
the time and date specified in the Proposed Schedule, as modified by the District. Protests
must be submitted to Heidi Sipe, 1001 6th Street, Umatilla, OR 97882. Failure to file a
protest by the above-noted deadline time will be deemed a waiver of any claim by a
Proposer that the selection process violates any of the items (1)-(4) of the foregoing
sentence.
The District will issue a written disposition of each such protest no less than three (3)
business days before Proposals are due. If the District upholds the protest, in whole or in
part, the District may, in its sole discretion, issue an addendum reflecting its disposition or
take other appropriate action.
K. RESERVATION OF RIGHTS
The District reserves the right, in its sole discretion:
1. to amend this RFP as it may deem necessary or desirable prior to the Proposal opening;
2. to extend the deadline for submitting Proposals;
3. to determine whether a Proposal does or does not substantially comply with the
requirements of this RFP;
4. to waive any minor irregularity, informality, or nonconformance with this RFP;
5. to obtain information from or provide information to other public agencies, upon
request, regarding the Proposer’s performance;
6. to consider the competency and responsibility of Proposers and of their proposed sub-
consultants in making the award;
7. to determine which, if any, Proposers will be interviewed;
8. to seek clarifications regarding any Proposer’s Proposal or request additional
information necessary to evaluate, rank, and select a Proposer;
9. to determine whether a Proposer should be permitted to submit supplemental
information;
10. to determine whether the Evaluation Committee should reconvene and collectively
review the scoring, making changes as the Evaluation Committee deems appropriate;
11. to determine whether to negotiate with any Proposer or multiple Proposers in any
manner necessary to serve the best interests of the District;
12. at any time prior to the Contract execution (including after announcement of the
apparent awardee):
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89208186.8 0058222-00002
(a) to reject any Proposal that fails to substantially comply with all prescribed RFP
requirements and procedures; and/or
(b) to reject all Proposals received and cancel this RFP upon a finding by the District
that there is good cause therefore and that such cancellation would be in the best
interests of the District;
13. to hold meetings, exchange correspondence, and obtain data from any source or party,
including a Proposer, to seek an improved understanding and evaluation of the
Proposals;
14. to negotiate the terms and conditions of the Contract, including but not limited to the
statement of and schedule for performance of the services and contract price, in order to
meet the District’s expectations and in the best interest of the District;
15. to make the award based on the District’s best judgment as to which Proposal best
meets the District's expectations of a program of the highest quality and innovation;
16. in the event any Proposer or Proposers to whom the contract is awarded shall default in
executing said formal contract or in furnishing satisfactory insurance coverage within
the time and in the manner hereinafter specified, to re-award the contract to another
Proposer or Proposers;
17. to cancel the contract upon written notice at any time the District, in its sole judgment,
determines that the provider is not meeting the needs of the District; and
18. to make any and all amendments to the Contract within the scope of the Services
solicited in this RFP.
ALL PROPOSERS WHO SUBMIT A RESPONSE TO THIS RFP UNDERSTAND
AND AGREE THAT THE DISTRICT IS NOT OBLIGATED TO AWARD A
CONTRACT TO ANY PROPOSER. THE DISTRICT HAS NO FINANCIAL
OBLIGATION TO ANY PROPOSER. IN ADDITION, EACH PROPOSER
UNDERSTANDS AND AGREES THAT THE DISTRICT SHALL NOT BE
RESPONSIBLE FOR ANY DAMAGES, EXPENSES, AND COSTS INCURRED IN
SUBMITTING A PROPOSAL IN RESPONSE TO THIS RFP, ATTENDING ANY
INTERVIEWS, AND NEGOTIATING A CONTRACT. EACH PROPOSER WHO
SUBMITS A PROPOSAL IN RESPONSE TO THIS RFP DOES SO SOLELY AT
THE PROPOSER’S OWN COST AND EXPENSE.
II. SCOPE OF WORK
A. OVERVIEW OF SERVICES REQUIRED
1. Scope of the Services. The Scope of Services is set out in Attachment A to the
Contract.
III. PROPOSAL SPECIFICATIONS
A. PROPOSAL SPECIFICATIONS
1. Formatting Requirements. The following items explain the format requirements for
Proposal preparation and submission. The District reserves the right to eliminate from
consideration any Proposal received that does not follow this format.
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89208186.8 0058222-00002
a. Proposals must be printed, computer generated, or typewritten on 8.5” x 11” paper,
using both sides of the paper. All pages must be numbered. Margins must be at
least 1/2” on all sides. Font size can be no smaller than 12-point type. Any pages
failing to comply with these requirements will be counted as two pages for purposes
of the page limit specified below.
b. The submitted proposal shall include, but not be limited to, a divided and tabbed
response to each of the items listed in Section IV, Part A. This required format will
provide the Proposers the best opportunity to compile their Proposal in a format that
will be most easily understood and reviewed by the Evaluation Committee.
c. Proposals must be limited to 10 pages. One side of a double-sided page counts as
one page for purposes of this 10-page limit. The Proposer’s cover letter, the front
and back covers, section dividers, table of contents (if included), all forms requested
by this RFP, and detailed resumes are exempt from the 10-page limit.
2. Other Requirements.
a. Proposals must be submitted in the name of the legal entity registered with the State
of Oregon, Corporations Division, to do business in the State of Oregon or an
independent contractor.
b. Proposals must include a title page that lists the Proposer’s contact information.
c. The original Proposal must bear an original signature signed in ink and dated by the
Proposer or a representative legally authorized by the Proposer, further defined as
follows:
i. In the case of an individual Proposer, by such individual Proposer.
ii. In the case of a partnership or limited liability partnership, the name of the
partnership or limited liability partnership must appear on such Proposal and it
shall be signed in the name of such partnership or limited liability partnership
by at least one partner. In addition to such signature, the names of all partners
shall be stated in the Proposal.
iii. In the case of a limited liability company, the name of the limited liability
company must appear on such Proposal and it shall be signed in the name of
such limited liability company by at least one member or manager. In addition
to such signature, names of all members (and at least one manager, if
applicable) shall be stated in the Proposal.
iv. In the case of a corporation, the corporate name must appear on such Proposal
and it shall be signed by the president or other authorized officer, and there
shall be set forth under the signature of such officer the name of the office he
or she holds or the capacity in which he or she acts for such corporation.
“E-signed” Proposals may be rejected for failure to comply with this provision. The
signature must clearly indicate the Proposer’s intent to be bound by the terms and
conditions specified in this RFP and its Proposal.
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3. Means of Submission. One original and five hard copies of the Proposal must be
submitted in sealed packages or envelopes to Heidi Sipe, at the Umatilla School
District, 1001 6th Street, Umatilla, OR 97882. All packages and envelopes must be
marked clearly with the note: “RFP—Project Management Services, 3:00 p.m.,
February 24, 2017.” Proposers shall also provide one courtesy copy of the Proposal in
PDF format on a USB storage or similar flash storage device.
NO ORAL, TELEPHONIC, ELECTRONIC, OR FACSIMILE PROPOSALS WILL BE
ACCEPTED.
4. Deadline for Submission of Proposals. Proposals must be received by the time and date
specified in the Proposed Schedule, as modified by the District. Late Proposals or
modifications will not be accepted.
5. Prohibition of Alterations. Proposals that are incomplete, or that contain any erasures,
alterations, or that contain irregularities of any kind, or that are not in conformity with
the law may be rejected by the District in its sole discretion or receive a lower rating in
the evaluation process. A Proposer may not make its Proposal conditional or
contingent upon the District’s acceptance of any terms and conditions other than those
contained in this RFP.
IV. PROPOSAL CONTENTS AND EVALUATION PROCESS
A. PROPOSAL CONTENTS
In addition to the specifications listed above, Proposals for the Services must include the
following:
1. Certifications and Acknowledgements
a. Proposals must include a certification by the Proposer of nondiscrimination in
obtaining any required subcontractors in accordance with ORS 279A.110(4) (see
Appendix C).
b. Proposals must include a statement as to whether the Proposer is a resident proposer
as defined in ORS 279A.120 (see Appendix D).
c. Proposals must include written acknowledgement of Proposer’s receipt of all issued
addenda, unless the District otherwise specifies in the addenda (see Appendix E).
2. Description of Qualifications
Each Proposal must contain a narrative description that conveys, at a minimum, the
following information:
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89208186.8 0058222-00002
a. Firm's Background (if Proposer is a joint venture, provide this information for
each of the firms involved)
i. Provide your firm’s name, address, phone and fax numbers.
ii. Provide the name of the contact person submitting the Proposal.
iii. Briefly describe the history of your firm.
iv. Describe your firm’s corporate mission and vision.
v. Provide evidence of your Professional Liability Insurance Policy (e.g., a
Certificate of Insurance), including a description of annual per claim and
aggregate limits and any claims history in the last 5 years.
vi. Provide the names and addresses of any of your firm’s clients or any other
persons or entities who have made claims against your firm within the last
five years alleging that your firm breached a contract for services, was
negligent in performance of services, or otherwise caused harm or damage to
the claimant. Describe the nature and current status of the claims. Claims
should be fully disclosed regardless of whether they involved litigation,
arbitration or other formal or informal dispute resolution process. The
disclosures required under this provision also apply to any claims arising out
of services of any principal or officer of your firm or any member of the
project team regardless of whether the person was associated with your firm
at the time of the claim.
vii. Indicate whether your firm or any personnel have been involved in any
litigation, arbitration or mediation, either as defendant or plaintiff, over the
five years immediately preceding the closing date of the RFP. If your firm or
any personnel has been involved in any such litigation, arbitration or
mediation, provide a general description of the cause or nature and status of
each case or claim, and the identity of the client.
viii. Indicate whether your firm has ever been terminated from a project. If so,
include the name(s) and address(es) of the client(s) and the nature of the
termination.
b. Project Team and Staffing
i. Clearly describe your organizational approach to providing the Services.
ii. Describe current work load and priority of providing the Services as it
relates to overall work load.
iii. Provide a brief resume of key personnel to be assigned to provide the
Services.
iv. Describe responsibilities of personnel assigned to provide the Services.
v. State whether your firm is capable of performing all Services described in
this RFP and other Services recommended in the Proposal. If your firm
intends to subcontract any of the Services to other consultants, the Proposal
shall identify those consultants and describe the consultants’ experience in
providing the type of Services covered by this RFP
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vi. If your firm has multiple locations, please identify the offices in which the
various components will originate.
c. Related Experience
i. Please describe your previous experience on similar projects. Provide your
firm’s history of providing similar Services on time and within budget.
Specifically identify projects of similar scope and scale, including project
budget and change order utilization. Supplement each example with a short
statement describing the unique challenges or characteristics that played a
major role in the development of the solution.
ii. Describe your firm’s role in developing the budget, scope and schedule for
each example and your firm’s performance in achieving the budget, scope
and schedule requirements for each.
iii. Provide a listing of all of your firm’s lost or discontinued accounts in the
State of Oregon within the last five years.
iv. Describe your firm’s previous experience administering and implementing
Energy Trust of Oregon programs and projects. Specifically identify
projects involving your firm’s administration and implementation of Energy
Trust of Oregon programs and projects.
v. Describe your firm’s experience leveraging rebate and incentive programs to